Downtown Albany BID Hiring Executive Assistant

Downtown Albany BID Hiring Executive Assistant


EXECUTIVE ASSISTANT (PART-TIME) — DOWNTOWN ALBANY BUSINESS IMPROVEMENT DISTRICT - The incumbent regularly, frequently, and independently interfaces with high-level internal and external contacts requiring considerable discretion, initiative and confidentiality. An integral responsibility of the position is to support the Executive Director and office staff with scheduling, organization and other administrative tasks.

  • Provides confidential executive level administrative assistance and secretarial support to the Executive Director.This includes processing mailings, correspondence, filing, scheduling meetings, and responding to phone calls and e-mails on behalf of the Executive Director as directed.
  • Assists management with the execution and implementation of annual operating plans that support strategic direction set by the Board of Directors.
  • Adheres to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings.  Responsible for correspondence with the Board, creating minutes from Board, Executive Committee and other committee meetings.
  • Grants administration, including reporting, billing, payments, record keeping and others required by the various grant sources.
  • Administers organization-wide database, manage individual records, tenants, organizations, groups and mailing lists, creating and maintaining system efficiencies. Responsible for ongoing needs assessment, planning, design, product selection, customization and implementation of database.
  • Create, manage, track and analyze queries as directed by departments – business development, operations, marketing and communications.
  • Coordinates and participates in special events hosted by the BID.
  • Assists BID staff on a project by project basis as assigned by the Executive Director. Assists staff on development of collateral materials, design input, copy input, and data collection as needed.
  • Ensures operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
  • Additional duties as assigned by the Executive Director.

Qualifications: Associates Degree in Office Administration, Accounting or related field; or  4+ years experience as executive assistant/office manager, bookkeeper.  Proficient computer skills:  Microsoft Office Suite and Outlook. QuickBooks experience preferred. Strong public contact; diplomatic; people oriented; possess excellent communication, written and organizational skills.  Ability to effectively present information and respond to questions from constituents, elected officials and general public.  Enthusiastic, flexible team player able to juggle various projects simultaneously.  Results and detailed-oriented, highly motivated, independent, decision maker.  Ability to take initiative to anticipate work needs without direction and meet aggressive deadlines and work under pressure.

20-30 hours per week.  $14 an hour.  Parking provided. Send one-page letter of interest and resume to Downtown Albany BID, 21 Lodge Street 1st Floor, Albany, NY 12207 or jobs@downtownalbany.org by the close of business Wednesday, January 11, 2017.